Agency Schedule Detail

Authorization Number : 440-0496

Agency Series No. : 44-01

Status : Active

Agency Web Link :

Agency : DOH

Confidential Description : the United States Department of Agriculture (USDA), Food and Nutrition Services (FNS) policies and procedures and 7 CFR 246.25.

Division : DOH1001

Vital Description :

Section : DOH10011

Record Title : WIC Records Retention Requirements

Revision : 0

Record Description : State WIC and projects maintain WIC records so that auditors, state and federal evaluators, and participants can have access to them when necessary. Records include, but are not limited to, information pertaining to financial operations, food delivery systems, food instrument issuance and redemption, equipment purchases and inventory, certification, nutrition education, including breastfeeding promotion and support, civil rights and fair hearing procedures.

Retention Period	Retention Justification	Media Code	Method of Disposal
All physical documentation shall be kept for three years and nine months past the submission of the final expenditure report for which the item pertains. If any litigation, claim, negotiation, audit or other action involving the records has been started before the end of the three-year and nine month period, the records shall be kept until all issues are resolved, or until the end of the regular three-year period, whichever is later.	Keeping documents for at least three-years and nine months past the submission of the final expenditure report is to ensure compliance with the United States Department of Agriculture (USDA), Food and Nutrition Services (FNS) policies and procedures and 7 CFR 246.25.	Paper	Shred
All electronic documentation shall be kept for three years and nine months past the submission of the final expenditure report for which the item pertains. If any litigation, claim, negotiation, audit or other action involving the records has been started before the end of the three-year and nine month period, the records shall be kept until all issues are resolved, or until the end of the regular three-year period, whichever is later.	Keeping documents for at least three-years and nine months past the submission of the final expenditure report is to ensure compliance with the United States Department of Agriculture (USDA), Food and Nutrition Services (FNS) policies and procedures and 7 CFR 246.25.	Electronic	Erase

Approvals

Status	Name	Title	Date
Approved	Darren Hurt	Records Officer	11/7/2024 2:23:29 PM
Approved	Terri Dittmar	Record Administrator	11/12/2024 12:48:11 PM
Approved	Fred Previts	State Archivist	11/12/2024 12:59:44 PM
Approved	Martin Meeks	State Auditor	11/13/2024 8:32:51 AM

Notes

Date	Reason	User